Pinpoint's Offer system enables you to streamline your offer process by utilizing multiple offer letter and email templates. This guide explains how to create offer templates, both using Pinpoint-created letter formats and by uploading external .docx documents. Understanding this process will help you maintain standardization across different roles within your organization.
How do I Create an Offer Template with a Pinpoint-created Offer Letter?
To create an offer template using an offer letter generated within Pinpoint, you will follow a few simple steps to set up your template properly.
Navigate to Templates
Access the Templates section under Settings in your Pinpoint dashboard. Select the Offer Templates page. Existing job offer letters have already been created as templates to ensure you don’t lose any past versions.
Create New Offer
Click Create New to go to the New Offer page. Provide a title for the offer, select the "Create in Pinpoint" option, and then fill in the necessary details.
Edit the Offer Letter and Email
Use the tabs at the top of the page to create both the offer letter and the accompanying email for the candidate. You can also add variables that differ by candidate and job, such as Days Off or Salary, using the Insert Variable option. If you need to add custom fields, you can add those to the offer, which will then appear for the hiring manager to fill out before sending an offer.
Save Your Template
Once satisfied with the letter and email details, click the Save button at the bottom of the page.
After creating the offer template, it will be saved and ready for use when making offers to candidates.
How do I create an Offer Template using an externally created offer letter (.docx)?
If you prefer to customize your offer letter formatting even further, you can upload an externally created .docx offer letter as a template in Pinpoint. Below are the steps to follow.
Select Upload Custom Template
When creating your offer template, choose the Upload Custom Template option. Press the Save button to proceed.
Access the Letter Tab
Go to the Letter tab at the top of the page. Below the upload area, there will be a list of available variables to use, including job-related, offer, and candidate details.Insert Placeholders in Your Document
Copy the variable placeholders to your document in the format{{ like_this }}. Use the copy button next to any variable for convenience, and paste it into the desired location in your document. Don't forget to include the signature variable.
Upload and Save Your Document
After inserting the placeholders, save your document and upload it in the designated area on the Offer Letter page. Click the Save button to make your letter ready to use.
Once your externally created offer letter is uploaded and saved, it is ready for use when issuing offers to candidates.
How do I Enable Offer Management for My Jobs?
To utilize the offer system, ensure that your job's hiring workflow includes an 'Offer' stage. You can add this to your Hiring Workflow templates under Settings > Templates for future job creations, or integrate it into existing jobs by editing the job's stages directly.
Candidates in the Offer stage will have access to an Offers tab in their profile, enabling you to make and track offers for them.
FAQs and Troubleshooting
What if there are issues with my offer template?
If you encounter issues with your offer template, ensure that all variables are correctly formatted and use curly brackets around variables {{ variable }}, not angle brackets << variable >>.
Can I edit an offer template after it has been created?
Yes, you can edit any previously created offer template by navigating to the Templates section and selecting the specific template to make changes. Changes will only affect offers created after the template was updated.
Can I set up an approval process for new offers?
Yes, you can create a sign-off workflow that can trigger when a new offer is created. This will allow you to ensure every offer is approved before it gets sent to the candidate.